Invoicing Guidelines

• No more than 10% of your budget may be spent on administrative costs.

• Please retain all receipts and invoices for expenditures.

  • Receipts must be itemized with prices and quantities. Receipts must also include vendor, date of purchase, and totals.

  • Purchases must be made between March 1, 2026 and July 30, 2026.

  • Payroll documentation must include dates worked, name of payee, and amount(s) paid.

  • Dates worked cannot be earlier than June 1, 2026 or later than August 7, 2026.

• Expenses that must be pre-approved via e-mail:

  • Capital expenses (ex. instruments, large technology such as computers/cameras/speakers, etc.)

  • Software purchases

  • End-of-year celebration costs

• Expenses that are not reimbursable:

  • Protection plans for electronics, etc.

  • Meals unless providing off-site programming